Publications Submission & Approval Guide

The Jefferson Lab Scientific and Technical Information (STI) Publications System is used in compliance with the lab’s and the DOE’s requirements to ensure publications are well-written, represent the work accurately, and release information that is suitable for journal articles and conferences - including abstracts, talks (invited or contributed), posters, and proceedings papers. The system also captures other STI deliverables that the STI Program (STIP) staff at the lab provides to DOE’s Office of Scientific and Technical Information (OSTI).

 

Looking ahead:

Soon, the STI Publications System will also capture data sets, and submitters will be required to provide links to landing pages containing data access and descriptive metadata as required in the Contractor Requirement Document (CRD) for DOE O 241.1C Scientific and Technical Information.

 

What to submit

Publications intended for outside distribution shall be prepared, reviewed, and cleared in accordance with the policies and procedures outlined in the Jefferson Lab Administrative Manual 702 Professional Publications. Submit all professional work suitable for journal or conference publication that is presented for public and peer consumption, but also including abstracts, posters, and contributed or invited talks.  A professional publication can be in the form of a paper document (e.g., a preprint), an electronic document (e.g., an e-print or World Wide Web text), an audio or video recording, or other media, which identifies the author as an employee of JSA/ Jefferson Lab, or which is based in whole or in part on work performed as a JSA/Jefferson Lab employee.

Distribution procedures are found here.

Conferences

Tips:

Accelerator/Engineering Divisions: If a meeting abstract is submitted for approval, the same record can be edited to show a modified publication, such as a paper.  Simply open the abstract record and make appropriate edits, then attach the paper to be approved.  This eliminates the need for entering the same data into the system for an “evolution” of an abstract.  However, if an author submits an abstract, a paper, AND another output such as a talk or poster, authors must create a separate submission for the additional conference material.

Abstracts, Posters and Talks: 

Abstracts, posters and talks for meetings may be submitted into the JLAB publications system by all authors but required for approval by authors in Accelerator and Engineering Divisions.

Papers to be published in proceedings: 

          Accelerator and Engineering Divisions: Submit all conference papers for review and approval into the JLAB publications system.  Include the DOE Contract Acknowledgment on all papers.

          All other divisions:  Submit all conference papers.  DOE Contract Acknowledgment required on proceedings published in journals.

 

Journal articles

All publications suitable for publication in a journal must be submitted into the JLAB publications system for approval - and approved - before the publication is sent to the publisher and/or distributed externally to the lab (ie. arxiv).  All journal articles based on work conducted at or supported by the lab must include the DOE Contract Acknowledgment. Authors must update the paper’s record when the paper is published by either: 1) Uploading the accepted manuscript and completing all of the fields related to the published paper OR 2) sending the accepted manuscript to sti@jlab.org and providing a doi link to the paper and any data sets.

White papers

White papers should be submitted as “Other” with a note describing that it is a white paper.  If the intent is to publish the white paper in a journal, then submit the white paper as a journal article.

Theses

Thesis papers are submitted by User Liaison office if they are not submitted by students or advisors. It is helpful if the User Liaison office is provided a copy of all thesis papers to be submitted into the JLAB publications system.  All thesis papers are submitted to the Department of Energy’s Office of Scientific and Technical Information (OSTI) and will appear on DOE PAGES (https://www.osti.gov/pages/)

Books/Book chapters

JLab authors who write books or chapters in books based on work done at the lab must submit them by choosing the “Books” document type.

Other

Anything that doesn’t quite fit into the categories of meetings, journal articles, thesis papers, and books should be designated as “Other.”  Submitters will have the ability to describe the submission. These can include video and audio files unrelated to the other categories, guest blog or vlog posts, guest wiki posts or magazine articles, etc.  All materials related to work done at the lab should be vetted and approved prior to release. 

 

Publication System Help

Please click here for detailed help with completing the online JLab Publications System forms: Instruction for submitting papers.pdf

 

JLab Publications Training

All lab staff who produce any of the above types of publications that are available to the public are required to take the web-based training GEN018kd.4, Publishing Papers at JLAB. In the near future, requirements from DOE O 241.1C, Scientific and Technical Information Management will be incorporated into the lab training.  After taking the updated training, staff must take this training every two years in accordance with the Order.

 

Some tips for creating publication records on behalf of staff

General Info Tab:
  1. Use the correct org.  The default org is the org associated with the submitter. However, the default org might not be the correct org of the paper.  The org dictates the signature queue.
  2. Primary institution.  If the publication reflects work done at the lab by a staff member, user, grad student, postdoc, joint or bridge appointment, then choose JLAB as primary institution.
Document Type Tab:
  1. Meeting names. Please check the meeting list before entering a meeting.  Use abbreviated names of meetings.  For example, instead of “2025 International Particle Accelerator Conference,” use “IPAC25.”
Paper Associations Tab:
  1. If the paper is associated with a JLAB experiment or LDRD funding, you will be directed to choose the experiment or LDRD number from the drop down list provided.
  2. If the paper is associated with EIC, ensure the org on General Info Tab is EIC.
Authors:
  1. If an author is affiliated with another institution but is also a joint or bridge appointment, add a comma and “JLAB” to the author’s institution field.

We are here to help!

Contact us for assistance via our group email: sti@jlab.org

Nataliia Matsiuk, STIP Support

Kim Edwards, STI Manager